Overview

Journal runs auto-create summary journal entries that are suitable for importing into your GL system. This article explains how to create, cancel, and delete journal runs.

What is a Journal Run?

A journal entry in Zuora is a summary of all Zuora transactions, such as account receivables, credit balance adjustment, and revenue. A journal run auto-creates journal entry objects from Zuora transactions. A journal run is similar to a Zuora billing run or payment run.

Finance permissions are required to manage journal runs. See Finance Roles for more information.

The following is an example of the summary journal entries auto-created from a journal run:

Run Status

The journal run in the queue for processing. This status appears upon starting a journal run.

Processing

The journal run is processing all transactions and summary journal entries.

Completed

The journal run completed successfully. Journal Entries are auto-created and available for review and export.

Cancel in progress

Canceling the journal run is in progress.

Cancelled

The journal run is canceled. You can cancel a run when the status is either Pending or Completed.

Delete in progress

Deleting a canceled journal run is in progress. You must cancel a journal run before you can delete it.

Create a Journal Run

The following is an example of a journal run configured to auto-create journal entries for Billing and Revenue transactions for the June 2014 accounting period. If created, the run process will factor in the GL Segmentation rule when auto-creating the journal entries.

You cannot create a new journal run if you have a pending journal run in your tenant.

If the summary journal entry feature was enabled on your Zuora tenant before March 1st, 2015:

The earliest Target Date you can set for a Journal Run is two months before the month in which the summary journal entry feature was enabled. For example, if the feature was enabled on February 15th, 2015, the earliest Target Date of a Journal Run is December 1st, 2014.

If the summary journal entry feature was enabled on your Zuora tenant on or after March 1st, 2015:

The earliest Target Date you can set for a Journal Run is January 1st, 2015.

Select at least one transaction type to include in the run. By default, all transactions types are selected.

Choose a Target Date(s) option by specifying the accounting period, date, or time period.

Enter or select a date in the Journal Entry Date field. By default, the end date of the selected accounting period.

Click create journal run to start the process.

Upon completion of the run, journal entries are auto-created and available to view and export.

Journal Run Options

Journal run gives you the flexibility to create journal entries by filtering on transaction type and date. Filtering lets you see different views of information to address many of your operational and financial reporting requirements. For example, monthly reconciliation of invoices or daily tracking of incoming cash and payments.

The following transaction types are only available if you enable the Invoice Settlement feature.

The Invoice Settlement feature is in Limited Availability. This feature includes Unapplied Payments, Credit and Debit Memo, and Invoice Item Settlement. If you wish to have access to the feature, submit a request at Zuora Global Support.

If you enable the Invoice Settlement feature, the Electronic Payment, External Payment, Electronic Refund, and External Refund transaction types will be replaced by the following transaction types:

The Invoice Settlement feature is in Limited Availability. This feature includes Unapplied Payments, Credit and Debit Memo, and Invoice Item Settlement. If you wish to have access to the feature, submit a request at Zuora Global Support.

Electronic Payment Application

External Payment Application

Electronic Refund Application

External Refund Application

If you enable both the Invoice Settlement feature and the Invoice Item Settlement feature, the Electronic Payment, External Payment, Electronic Refund, and External Refund transaction types will be replaced by the following transaction types:

The Invoice Item Settlement feature is in Limited Availability. If you wish to have access to the feature, submit a request at Zuora Global Support.

Date Options

Target Date(s)

Date or date range for filtering the transactions included in the run:

Option

Description

Valid for Transaction Type

Billing

Cash

Credit Balance

Revenue

in accounting period

Transactions posted to a specific open or closed accounting period. By default, the current, open accounting period is selected.

The open-ended accounting period is not supported.

on specific date

Transactions posted on a specified date. Used when looking to reconcile specific transaction types on a daily basis. The date must be within an open or closed accounting period. Date cannot fall within an open-ended accounting period.

in time period

Transactions posted within a specified date range.

Start and end dates are required. Valid date range must be within one accounting period. End date cannot fall within an open-ended accounting period.

Journal Entry Date

Required. The date associated with the summary journal entry. By default, the end date of the selected accounting period.

Which Transactions are Picked up During a Journal Run?

Transaction types not yet associated with a journal entry and that meets the following criteria are included in a journal run:

Transaction Type

Date Type on or within the Period

Transaction Has Status

Invoice Item

Invoice Date

Posted

Taxation Item

Invoice Date

Posted

Invoice Adjustment

Note: Invoice Adjustment transaction is deprecated on Production.

Adjustment Date

Processed

Invoice Item Adjustment

Adjustment Date

Processed

Payment

Payment Date

Processed

Refund

Refund Date

Processed

Credit Balance Adjustment

CBA Date

Processed

Revenue Event Item

Accounting Period

N/A

The following transaction types are only available if you enable the Invoice Settlement feature.

The Invoice Settlement feature is in Limited Availability. This feature includes Unapplied Payments, Credit and Debit Memo, and Invoice Item Settlement. If you wish to have access to the feature, submit a request at Zuora Global Support.

Credit Memo Item

Credit Memo Date

Posted

Debit Memo Item

Debit Memo Date

Posted

Credit Memo Application Item

Credit Memo Application Date

Posted

Payment Application

Note that this field will be replaced by Payment Application Item if you enable both the Invoice Settlement and Invoice Item Settlement features.

Payment Application Date

Processed

Refund Application

Note that this field will be replaced by Refund Application Item if you enable both the Invoice Settlement and Invoice Item Settlement features.

The Invoice Item Settlement feature is in Limited Availability. If you wish to have access to the feature, submit a request at Zuora Global Support.

Payment Application Item

Payment Application Date

Processed

Refund Application Item

Refund Application Date

Processed

Cancel and Delete a Journal Run

Occasionally, you may want to cancel a journal run, such as to rerun an entire batch of summary journal entries. Once canceled, the transactions in all journal entries associated with the run are released and available for update. Alternately, you can cancel a single journal entry. See Cancel and Delete a Journal Entry.

You can cancel a journal run when the run status is "pending" or "completed". You can only delete canceled journal runs.

Cancel a Run from the Journal Run List View

Click cancel from the view list when the journal run has a "pending" or "completed" status.

Delete a Run from the Journal Run List View

Click delete from the view list when the journal run has a "cancelled" status.

You can also cancel a completed journal run or delete a canceled run from the journal entry page.